MDL - Master Documents List

Contents

Overview

Master Documents List (MDL) is targeted at the following User Project Roles:

• Document Controllers (DC) with Owner’s PM Team, Consultants, Contractors, and Specialist Contractors
• Design Managers and their key review team members who will oversight design and shop drawings review & approval
• Build Team lead and their key review team members who will oversight construction/build phase and review & manage shop drawings
• Package Managers
• Design Architects
• Design Engineers
• QA Managers are responsible for monitoring and auditing information management processes.

MDL is focused on documents such as drawings and technical documents which are subject to revision.  These revised documents also involve submission and review (IFR) and the subsequent approval and issue for use (IFU) or construction (IFC). 

Master Documents List is assisting the target audience to address needs around:

• Where is the drawing submission review currently – where is it at?
• Drawing submission review who is involved? Note - important Routing lists are prepared clearly identifying various discipline review teams.
• Who has the ‘ball’?
• Who to chase?
• What is the history of revisions and related Submissions?
• Drawings involved for a specific Submission Schedule
• List of Drawings not yet submitted – readily identify any Drawing or Technical Document that has not yet been submitted.
• Are Drawings being submitted on time?
• Review drawings and technical documents by Contract Package.

Note - that MDL is not intended for everyday user roles.  Latest Drawings / Documents or LD is the go-to function where users can access the latest drawing or technical document to use for construction and build activities.

Two key features are the Preview and the Tile View allowing you to display thumbnail images of drawings, and then go further and drill into the drawing.

Preview

Tile View

Note that Digital Stamps or Chops would normally be visible along with indications of any redline mark-up.

Screen Explanation

Overview & Benefits

Master Documents List (MDL) consists of the main Tab labeled MDL plus additional Tabs. 

In all, MDL consists of four (4) Tabs - the main Tab labeled MDL, Latest Submission, All Revisions, and From / To Transmissions.  (Latter two Tabs are Under Construction for release in near future.)

The outline of the information displayed on each Tab is as follows:

• MDL Tab – display basic revised drawing/document information along with Preview pane for thumbnail images
• Latest Submission Tab – display details of latest Submission document along with associated Routings and any Submission Workflow
• All Revisions (Under Construction) shows a column for every Revision of the Drawing or Document
• From / To Transmissions – where you can define up to four (4) From / To transmission groupings and show each Document used to communicate between parties and the Drawing Status at each stage.

The first step you must do is select a Process Register from the available revised documents.  Note the red mandatory asterisk above the Revised Register field.  As usual, normal security applies.

The second step if to enter information filters required and then Search for the document rows that meet the filter criteria.

Revised documents you can view in MDL are based on the following:

• You have normal add/edit or view access to the Process Register OR
• You have received via some form of transmittal drawings or documents and have access as a minimum to view the Process Register
• Same security access rules as LD and TD.

Some of the benefits for Document Controllers and other managing documents are:

• View Documents and see all Revisions
• View full Status history of all Revisions and latest submission for each revision
• Use Tile View to quickly overview selected drawing images. Click the image and see the full-screen image.  Note - on 24 inch LCD screens is an excellent view and can see large numbers of thumbnail images.
• Identify Documents with any mark-up (on-line and off-line mark-up) – look for the ‘red brush’ mark-up icon in the column on the main MDL Tab. You can also open the Submission Routing on the Latest Submission Tab to drill into the mark-up files.
• View Latest Submission and:
  • View one or more Routings linked to the specific Drawing Attachment file
  • View Workflow/s linked to the parent Submission Document
  • Click on the blue Routing link to open the review Routing progress screen where you can access the actual mark-up.

Some specific tasks you can do are as follows.

Task	Description
View all revisions	Tick the above checkbox then click Search to display every Revision row.  Will show also any offline mark-up files for the Revision.
View tile view of drawing images	Once you have documents rows displayed, click the Tile View icon to display thumbnail images of each drawing created during upload to Scenario. Thumbnail images available for .pdf, .docx, .jpg, .png file types only.  Other file types will display blank image in Tile View, eg. AutoCAD .dwg, Revit .rvt.
Export full list	Click the above icon to export to Excel the Document information currently being displayed. Also exports to Excel columns not displayed by default such as Reference No. (Originator Document No.) and File Name.
Select Documents	On left is the select rows checkbox.  Select individual Document Attachment files to download.  Or click once in the checkbox in the column header to ‘Select All’.  If you have say 1,000s of rows, the Select All will take a short time to prepare the list (so please wait until prepared).
Use Selected Documents	Once various Document rows are selected, you can then use these selected documents. Once one or more rows have been selected, the icon will change to green. Click the green icon and open the new Window Review Selected. You can now have three options:  download the selected Attachment files to your local computer   click to Save to a new Collection. Please make sure you choose the proper name that will allow you and others to understand the content.   click to export to Excel the selected Document information.
Show blank placeholders	Placeholders are used to pre-allocate document numbers to be used in the preparation of drawings and technical documents.  These normally have a Status of PHOLD, Placeholder (or Draft). Click the checkbox to see all documents without Attachments indicating Placeholder has not yet been used.
Select columns to display	You can turn off columns or add new columns to suit your needs.  By default, the most common columns are displayed.  If you want to see say Attachment File Name or the Originator Reference document number, then these can be turned on/off. Click the down arrow  to view columns available.

Example of downloading IFC Drawings - filter, select and download …………..

Click the green icon, then click the Download icon to download IFC .pdf files to your local computer.

Filter & Search Options

To start, you must first select one Revisable Register from the drop-down list on the far left.

By default, the check-boxes 'Show All Revisions', 'Show without Attachments' and ’Show superseded', and are not ticked.

By default, the latest revision and latest chronological status are shown.

Note that MDL displays Attachment files and related information based on descending chronological order when you uploaded the file, ie. the latest Revision on top and in a sequence of when uploaded and logged.  This is the same sequence as LD and the Drawing / Document attachment Tab.  Note that Document No. column is sorted by normal Document coding.

Scenario provides real-time information collaboration and you need to highlight to your team to process information in a timely manner.

MDL will handle many rows.  Recommend you keep your search results below 5,000 rows.

Field / Button / Icon	Description
Project Filter (top right of UI)	List of Projects you have access to. You can select from the list to filter the Documents displayed according to the selected Project. The default display is based on the Last Project used.
Revisable Register	Process Register list is restricted to Revisable only Registers. Note: If there is only one Revisable Register, or if you access to only one Register, it will auto display on the Register field Key step 1 – you must select one Register to be able to filter and search and work with the resulting documents.
Filter fields:
Display Collection	You can select an existing collection from the Display Collection drop-down list. All Document rows in the selected Collection (either with or without Attachments / Placeholders) are displayed. Collections restricted to your Company are displayed along with Public Collections - or any Private to you. Examples of short and long Collection names.  Important Collections are properly named. Sorted from most recent to oldest.  Green is Public, Orange is My Company.
Submission	Type in part of the Submission number and a list matching the search characters will be displayed.  Select the Submission required and the drawings and documents forming the Submission will be displayed. Submissions are special types of Documents tagged as a ‘Submission Type’.  The name of the Process Document type may vary depending on the configuration setup. The name of the Process Document type may vary depending on the configuration setup. Example: type in “submission” or 'submits etc. and press enter.  Could also enter say “-DT-“ and get all DT’s.
Originator	Filter by the Originator (or From field) – and is the Company recorded as the source of the Document.  You select one originator Company at a time.
Discipline	You can select from the drop-down list or enter text to search on code and name.  Enter ‘ar’ and returns say AOR – Architect Of Record, AR – Architectural, ART – Artwork. You select one Discipline at a time.
Package	Select a Package to display documents for that Package.  The Company awarded the Contract Package will also be displayed. Note - the Process Register must have the Contract Package field on the metadata. Contract Packages represent the Procurement Plan outline.  You can enter any text from all fields, eg. search by Discipline, by Awarded To company, name of Package, etc... Enter Discipline code “FD” for Foundations.
Attachment Status	Attachment Status is Process Register specific. Once you have selected Register you can review the Status available and select. If for example, you want to view all Documents Issued For Review (IFR), then select say IFR and then click Search. If for example, you want to view all Documents Issued For Construction (IFC), then select say IFC and then click Search. If for example, you want to view all Documents Issued For Use (IFU), then select say IFU and then click Search. Based on the Status list defined for the Process Register.
File Type	The following File Types are available for filter selection:  .pdf, .dwg, .zip Leave File Type blank and you will see all File Types for the documents being filtered.
Quick Search	Another option for easier searching of documents. It allows searching specific fields including: Document Number Reference Number Subject Filename of Attachment
Check-boxes:
Show all revisions	Tick the above checkbox then click Search to display every Revision row. Checkbox, when ticked, will display all the revisions of the documents in chronological order, starting with the latest on top. By default, this is not ticked.
Show without attachments	Placeholders are used to pre-allocate Document numbers to be used in the preparation of drawings and technical documents.  These normally have a Status of PHOLD, Placeholder, or Draft. Click the checkbox to see all Documents without Attachments indicating Placeholder has not been used. Note: All Documents without attachments are displayed with the blank cell under (File) Type as shown below indicating 4 Drawing Document numbers allocated and no Attachment file has been uploaded.
Show Superseded	When this checkbox is ticked, records with Superseded Attachment files will be displayed in the search result. Note – to obtain the full list, Show superseded & Show all revisions check-boxes must be both ticked especially if there are superseded files already in lower revisions.
Search button	When clicked, the search result using the various filters is displayed.
Column Chooser	Click of icon   on right to choose columns to be displayed.

MDL Tab

MDL Tab is the first Tab to filter and search Documents.

Common filters to Search include the following.  As noted, step 1 you must select the Process Register before adding filters.

For example, after applying filters, click Search and the File Type icon to view the PDF preview.

Field / Button / Icon	Description
MDL Tab Search Result Columns	The columns for the search results displayed are the following: Document No Subject – Subject or Title of the Document or Drawing Type – file type of the Attachment File Disc - Document Discipline Orig - Originator of the Document Rev – Revision No of Attachment Red brush icon – indicates the presence of online or offline mark-up Status – Attachment row Status
	Click on the File Type icon to see Preview on the right pane.
Published icon	This is located at the rightmost column of the row. For records that are already 'Published' the rows will be shown as blank for this column; and when 'Not yet Published', a red icon will be displayed. Note - when the red 'Unpublished' icon is being hovered, a tool-tip will appear stating 'This Document is not Published'.
Columns with special features:
Sorting	Most columns have a small triangle icon.  Click the triangle icon to toggle between ascending and descending sort sequences for the selected column.  Handy to group common data. Example:  click to sort by “To” company, NBC listed followed by PBE.
	The red brush icon indicates that online mark-up or offline mark-up exists against the Attachment record.  This will be the case of Drawings Issued For Review (IFR) where one or more personnel have engaged in the Routing Review using online mark-up (highly recommended) or offline mark-up where an external mark-up or scan file has been uploaded. Look for this red brush icon to indicate ‘something is happening' or is completed.  Drawings submitted for review and with no red brush icon means ‘nothing has happened' and needs chasing the personnel involved. When you click the Latest Submission Tab, you can see the Routing Review and directly open the Drawing under review and see what has occurred to date. In the example below, drawing is IFR Issued For Review, there is already mark-up, and 1 of 3 people have set Routing overall Outcome, and persons who have set Outcome are GW and TT.
	Blue Info icon.  Once clicked it presents the Attachment Info pop-up including the full list of Revisions and who uploaded the latest Revision Attachment file.

Latest Submission Tab

The Latest Submission Tab allows you to view the current Submissions and Transmittals associated with each Document being displayed.

The first step is to use the MDL Tab to filter and search for Document Attachment rows.

Once you have the required Document list displayed, you can click on the Latest Submission Tab and for each row, you will be able to see Submission Document and Transmittal Documents / Responses.

Note – Submission is a global term used to describe a Document used as a cover sheet for various revised documents/drawings / technical documents sent to the Owner’s Project Team or Principal Consultant for review and approval or ‘agreed in principle’ or similar such as ‘No Objection to proceed’.

Normally the Process Register name includes the term Submission.  Transmittal is usually used to confirm the transfer of drawings for use or information or to respond with feedback to a Submission.  Transmittal normally does not require review and approval.  However, companies and country practices will vary these definitions to suit.  In some countries, a Transmittal is used for both Submissions and Responses.

Submission is an attribute tag on the Process Register used in confirming transmission of drawings and technical documents for review and approval (Purpose involves review/approval etc.).

Example of columns involved.

Example of detail review involving online and offline mark-up.  Click on blue links under column Reviewer Mark-ups to open online mark-up or download and open offline mark-up.

 

  Icon to access New Collection & Download Window

First select Document rows, then click the download 

This Window displays the selected Attachments / Documents plus shows the Count of rows that you can download. 

On this Window, you can edit the selected Attachments by deleting them from the list. If you want to add another Document or change the Attachment by selecting another Revision, you must go back to MDL Tab to search for Documents / Attachments again.

 All items shown in this Window are Document rows with Attachment files only (any Document without an attachment will not be displayed).  

The Documents are sorted by Document No.  You can also sort by other columns such as Subject, Rev. No., Status, Discipline, and Originator by clicking on the sorting triangle icon in the column header.  

Field / Button / Icon	Description
	Click this icon to download the Attachment Files displayed.
	When clicked you will be able to create/save a new Collection for the selected Documents.
	When clicked you will be able to extract the list of selected Documents/Attachments data to an Excel file.
Columns:
Document No
Subject	Document's Subject
File Name	Attachment filename
Type	File Type.  Click on the Type icon to view the thumbnail image.  Then can click to enlarge the image.
Size	In KB
Disc	Discipline
Orig	Document Originator Company
Rev No	Revision No. of the Attachment
Status	Current Status of the Attachment
Discipline	Discipline tagged to the Drawing / Document
Delete icon	When clicked, the selected Document / Attachment will automatically be deleted.

Examples of Use

<insert examples of use here>

Related Topics

Latest Drawings